MC1188597 – (Updated) Microsoft Viva: Transition to VFAM-based exclusion management

Product:

Copilot, Microsoft 365 admin center, Microsoft 365 Apps, Microsoft Viva, Microsoft Viva Insights

Platform:

Online, World tenant

Status:

Change type:

Admin impact, Feature update, Updated message, User impact

Links:

Details:

Summary:
Starting January 6, 2026, Viva Insights and Copilot Analytics user exclusions will transition to VFAM-based policy management, replacing the current list method. Existing exclusions migrate automatically, with no admin action needed. Admins will manage exclusions via VFAM policies at user, group, or tenant levels.

Details:
Updated January 6, 2026: The rollout for VFAM based exclusion list for Viva insights and Copilot analytics is starting from Jan 6, 2026 and expected to complete by Jan 15, 2026. Exact roll out dates may vary by region. Thank you for your patience.
[Introduction:]
We're updating how you manage user exclusions in Viva Insights and Copilot Analytics. Starting early January 2026, exclusions will be controlled through Viva Feature Access Management (VFAM) policies instead of the current list-based method in the Microsoft 365 admin center. This new approach lets admins create user-, group-, or tenant-level policies to exclude users from all Viva Insights measurement (Copilot Dashboard, Advanced Insights, Organizational Insights), using the same scalable policy framework as other Viva features.
[When this will happen:]
The VFAM-based exclusion feature will begin rolling out in early January 2026 (previously early December 2025). Exact rollout dates may vary by region.

Change Category:
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Scope:
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Release Phase:

Created:
2025-11-21

updated:
2026-01-07

Task Type

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MS How does it affect me

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MS Preperations

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summary for non-techies**

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Direct effects for Operations**

Transition to VFAM-based exclusion management
Admins may face confusion and potential misconfiguration if they are not adequately informed about the new VFAM policies, leading to incorrect user exclusions.
   - roles: Viva Admins, IT Support Staff
   - references: https://learn.microsoft.com/viva/feature-access-management

Migration of existing exclusions
Automatic migration of existing exclusions may lead to temporary discrepancies in user access if admins do not verify the migration post-transition.
   - roles: Viva Admins, Data Analysts
   - references: https://learn.microsoft.com/viva/feature-access-management

New policy management interface
The introduction of a new interface for managing exclusions may result in a learning curve for admins, potentially causing delays in managing user exclusions effectively.
   - roles: Viva Admins, IT Support Staff
   - references: https://learn.microsoft.com/viva/feature-access-management

Configutation Options**

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Opportunities**

Streamlined User Management
Transitioning to VFAM-based exclusion management allows for more efficient user management by enabling admins to create policies at user, group, or tenant levels. This reduces the complexity and time spent on managing exclusions compared to the previous list-based method.
   - next-steps: Train admins on the new VFAM policies and their implementation. Develop a communication plan to inform all relevant stakeholders about the new management process.
   - roles: IT Admins, Compliance Officers, Data Analysts
   - references: https://learn.microsoft.com/viva/feature-access-management

Enhanced Reporting and Insights
With VFAM policies, admins can more easily track and manage exclusions, leading to better data integrity in Viva Insights and Copilot Analytics. This will improve the accuracy of analytics and reporting, which is critical for data-driven decision-making.
   - next-steps: Evaluate existing reporting tools and processes to align with the new VFAM management system. Create a plan to update reporting frameworks to incorporate VFAM policy changes.
   - roles: Data Analysts, Business Intelligence Managers, IT Admins
   - references: https://learn.microsoft.com/viva/feature-access-management

Cost-Efficiency through Automation
The automatic migration of existing exclusions to VFAM reduces the administrative overhead associated with manual updates. This can lead to cost savings in terms of time and resources spent on user management.
   - next-steps: Assess the current administrative workload related to exclusion management and identify areas where automation can further reduce costs. Consider leveraging additional automation tools available within Microsoft 365.
   - roles: IT Admins, Operations Managers, Finance Officers
   - references: https://learn.microsoft.com/viva/feature-access-management

Potentional Risks**

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Data Protection**

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IT Security**

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explanation for non-techies**

Imagine you're organizing a large event, like a conference, and you have a list of people who should not receive invitations. Previously, you managed this list manually, checking each name against your records. Now, imagine a new system where you can set rules to automatically exclude certain people based on criteria like their role or department. This system is more efficient and less prone to errors.

This is similar to the change happening with Microsoft Viva Insights and Copilot Analytics. Currently, administrators manually manage a list of users who are excluded from certain features. Starting in January 2026, this will switch to a system called Viva Feature Access Management (VFAM). VFAM allows administrators to set policies that automatically manage these exclusions based on user, group, or tenant levels. It's like setting rules for your event invitations, ensuring that only the right people are included or excluded without having to check each one individually.

For administrators, this means less manual work and a more streamlined process. Existing exclusions will automatically move to this new system, so there's no need to worry about losing current settings. The way exclusions work won't change, just the method of managing them. It's a bit like upgrading from a paper guest list to a digital one that updates itself based on your criteria.

In summary, VFAM is a more scalable and efficient way to manage user exclusions in Microsoft Viva, making it easier for administrators to ensure the right people have access to the right features.